Explanation
The Department of Public Utilities entered into a contract with Shelly Materials, Inc. for the Disposal of Clean Fill. This project provides for the disposal of clean fill (construction material) from pipe repair excavations for the Divisions of Water and Division of Sewerage and Drainage. This material will be taken to a site within Franklin County.
Bids were received by the Director of Public Utilities on February 10, 2010 (SA003481). Shelly Materials, Inc. was the lowest, responsive and responsible bid received and met all requirements of the specifications. The original contract was for a period of one (1) year with three (3) one year renewal options. The Department is pleased with their performance and request authority to modify the original contract for a grand total of $20,000.00.
The company is not debarred according to the Excluded Party Listing System of the Federal Government or prohibited from being awarded a contract according to the Auditor of State Unresolved Findings for Recovery Certified Search.
This ordinance is being submitted as an emergency because the projected need for these services has been greater than anticipated, without emergency action, no less than 37 days will be added to this procurement cycle and the efficient delivery of required services will be slowed.
SUPPLIER: Shelly Materials, Inc Contract Compliance: 31-1574851; Expires January 16, 2016
Shelly Materials, Inc. does not hold MBE/FBE status
1. Amount of additional funds: The amount of additional funds needed for this contract modification No. 5 is $20,000.00. The original contract was established for $100,000.00. The total contract including this modification is $405,000.00. The modification represents funding added during the contract period for costs related to the services provided. The need for increased funding is to cover anticipated contract billings during fiscal year 2014.
2. Reason additional needs were not foreseen: The need for additional funds was foreseen, an extension is provided for in the original contract. This legislation is to encumber the funds budgeted for fiscal year 2014 for the Division of Water and the Division of Sewerage and Drainage.
3. Reason other procurement processes not used: Formal bids were taken for this service. No lower pricing/more attractive terms and conditions are anticipated at this time.
4. How cost was determined: The cost, terms and conditions are in accordance with the original agreement.
FISCAL IMPACT: $20,000.00 is budgeted and needed for this purchase.
Expenditures for disposal services on this contract in 2012 were $80,720.00.
Expenditures for disposal services on this contract in 2013 were $95,135.00
Title
To authorize the Director of Public Utilities to enter into a planned modification of the Disposal of Clean Fill contract with Shelly Materials, Inc., for the Division of Water and Division of Sewerage and Drainage, to authorize the expenditure of $10,000.00 from Water Operating Fund and $10,000.00 from the Sewer Operating Fund; and to declare an emergency. ($20,000.00)
Body
WHEREAS, the Department of Public Utilities has a contract with Shelly Materials, Inc. for the Disposal of Clean Fill; and
WHEREAS, the vendor has agreed to modify and increase EL010238 at current prices and conditions, and it is in the best interest of the City to exercise this option; and
WHEREAS, an emergency exists in the usual daily operation of the Division of Water and the Division of Sewerage and Drainage, in that it is immediately necessary to authorize the Director of Public Utilities to modify and increase the contract Disposal of Clean Fill, as funds in the current contracts are almost depleted, in order to retain their services without an interruption, for the water and sewer maintenance activity, for the immediate preservation of public health, peace, property and safety; now, therefore,
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Public Utilities Director be and is hereby authorized and directed to modify and increase EL010238 with Shelly Materials, Inc. Total amount of modification No. 5 is ADD $20,000.00. Total contract amount including this modification is $405,000.00.
SECTION 2. That the funds necessary to carry out the purpose of this ordinance are hereby deemed appropriated, and the City Auditor shall establish such accounting codes as necessary.
SECTION 3. That this modification is in accordance with Section 329.16 of the Columbus City Codes.
SECTION 4. That the expenditure of $20,000.00 or so much thereof as may be needed, is hereby authorized from Object Level One 03, Object level Three 3376, Fund Names and Numbers, Departments, OCA Codes and amounts listed below, to pay the cost thereof as follows:
Div: 6005
Fund: 650
OCA: 605089
Object Level: 3376
Amount: $10,000.00
Div: 6009
Fund: 600
OCA: 602730
Obeject Level: 3376
Amount: $10,000.00
TOTAL REQUEST: $20,000.00
SECTION 5. That for the reasons stated in the preamble hereto, where is hereby made a part hereof, this Ordinance is hereby declared to be an emergency measure, which shall take effect and be in force from and after its passage and approval by the Mayor, or ten days after passage if the Mayor neither approves nor vetoes the same.